View source for Ops: User Accounts Lifecycle

User management is the foundation of academic operations. This guide covers the complete lifecycle of a user account: creating accounts manually, importing students in bulk, maintaining credentials, and suspending accounts when a student leaves the program.

__TOC__

== 1. Accessing User Management ==
All user management tasks are performed in the '''Site administration''' area.
* Navigate to: '''Site administration''' tab → '''Users''' tab → '''Accounts''' section.

== 2. Creating a Single User (Manual) ==
Use this method for adding individual staff members, teachers, or late-enrolling students.

# Go to '''Site administration''' → '''Users''' → '''Accounts''' → '''Add a new user'''.
# Fill in the '''General''' fields:
#* '''Username''': Must be lowercase letters only. (e.g., `john.doe`).
#* '''Authentication method''': Leave as "Manual accounts".
#* '''Suspended account''': Ensure this is unchecked.
#* '''Generate password and notify user''': <span style="color:green; font-weight:bold;">Recommended.</span> Check this box so Moodle emails the login details to the user automatically. This saves you from creating and sending passwords manually.
# Fill in the '''User details''':
#* '''First name''' & '''Last name''': Required.
#* '''Email address''': Required. Ensure this is accurate, as the password reset email will be sent here.
# Click '''Create user''' at the bottom of the page.

== 3. Bulk User Creation (CSV Upload) ==
For new cohorts or large intakes, use the "Upload users" feature to create hundreds of accounts at once.

=== Step 1: Prepare the CSV File ===
Create a spreadsheet (Excel) and save it as a '''.csv (Comma delimited)''' file. The first row must contain the column headers.

'''Required headers:'''
 username,firstname,lastname,email

'''Example Data:'''
 username,firstname,lastname,email
 s2024001,Zhang,San,san.zhang@example.com
 s2024002,Li,Si,si.li@example.com

=== Step 2: Upload Process ===
# Go to '''Site administration''' → '''Users''' → '''Accounts''' → '''Upload users'''.
# Drag and drop your .csv file into the '''File''' area.
# Click '''Upload users'''.
# '''Preview Page''': Moodle will show a preview of the users.
#* '''Upload type''': Select "Add new only, skip existing users" (safest option).
#* '''New user password''': Select "Create password if needed and send via email". This ensures students receive their credentials immediately.
# Click '''Upload users''' again to confirm.
# Review the results page to ensure there were no errors.

== 4. Password Management ==
"I forgot my password" is the most common support request.

=== Method A: The "Force" Reset (Operational) ===
If a user cannot use the "Forgotten your password?" link on the login page, you can reset it manually:
# Go to '''Browse list of users'''.
# Search for the user by name or email.
# Click the '''Gear icon ⚙️''' (Edit) next to their name.
# Scroll to the '''New password''' field.
# Type a temporary password (e.g., `ChangeMe123!`).
# Check the box '''Force password change'''. This requires the user to set their own secure password immediately upon logging in.
# Scroll down and click '''Update profile'''.
# Communicate the temporary password to the user securely.

== 5. Suspending Users (Withdrawals) ==
When a student withdraws, pauses their studies, or graduates, you should '''Suspend''' their account rather than delete it.

{| class="wikitable"
|-
! Action
! Effect on Data
! When to use
|-
| '''Suspend (Recommended)'''
| User cannot login. All grades, assignment submissions, and logs are '''preserved'''.
| Student drops out, payment issues, or course completion.
|-
| '''Delete (Dangerous)'''
| User is removed. All operational data (grades, logs) associated with this user may be '''permanently lost'''.
| Only for spam accounts or erroneous duplicates.
|}

=== How to Suspend a User ===
# Go to '''Browse list of users'''.
# Find the user and click the '''Gear icon ⚙️''' (Edit).
# In the '''General''' section, find the '''Suspended account''' checkbox.
# '''Check''' the box.
# Click '''Update profile'''.

The user can no longer log in, but their history remains in the system for reporting purposes. To reactivate them, simply uncheck the box.

== 6. Searching and Filtering ==
To manage a large student body, use the advanced filters.
# Go to '''Browse list of users'''.
# Click '''Show more''' in the "New filter" section.
# You can filter by:
#* '''Email address''': Useful if you only have their email.
#* '''Suspended account''': Select "Yes" to see all inactive students.
#* '''Last access''': Useful to identify "At-Risk" students who haven't logged in for a while (e.g., "before 30 days ago").